Admin Executive (Receivables & Purchasing) - #1123805

Job Purpose

Responsible for all customer-side accounts (invoicing, payment collection, reconciliation) and purchasing activities for ingredients, packaging, and office supplies. Ensures smooth coordination between suppliers, production, and finance, maintaining accurate records and timely purchases to support daily operations.

Key Responsibilities

Accounts Receivable

• Issue customer invoices promptly and accurately in Xero after delivery.

• Track customer payments, update receipts, and reconcile with daily bank statements.

• Follow up with customers on overdue invoices and maintain AR aging reports.

• Prepare monthly AR summaries and customer statements for management review.

• Coordinate with Sales and Operations to ensure billing accuracy.

Purchasing

• Source and order all raw materials, packaging, and office supplies based on production needs.

• Request quotations, compare supplier pricing, and prepare Purchase Orders (PO).

• Liaise with production to forecast stock requirements and avoid shortages.

• Check and verify Delivery Orders (DO) upon goods receipt.

• Maintain and update supplier list, purchase tracker, and cost sheet.

• Forward verified invoices and DOs to the Payables Admin for payment processing.

Administrative Support

• Maintain proper filing of POs, DOs, and supplier quotations.

• Assist management with monthly cost and purchase reports.

Requirements

• Diploma or higher in Business, Accounting, or related field.

• 1-3 years of experience in AR, purchasing, or admin (preferably in F&B / manufacturing).

• Proficient in Xero or similar accounting software.

• Strong attention to detail and good negotiation / supplier management skills.

• Able to work independently and communicate well with suppliers and internal teams.